When a Malaysian construction or O&G SME decides its purchasing needs more control, there are usually three options on the table:
- Keep WhatsApp and spreadsheets, but tighten the rules.
- Move to a full ERP that runs accounting, inventory, purchasing and more.
- Add dedicated procurement software for the requisition-to-settlement chain.
Each is the right answer for some companies. Here's how they compare.
At a Glance
| WhatsApp + spreadsheets | Full ERP | Procurement software | |
|---|---|---|---|
| Cost to start | Nothing extra | Usually the highest — licences plus implementation | Monthly subscription |
| Time to get running | Immediate | Often months | Days to weeks |
| Built around | Chat and habit | Finance and the head office | The purchase flow, from site to settlement |
| Site-friendly | Very — everyone already uses it | Varies; often desk-first | Should be — check it on a phone |
| Approval control | Relies on people following rules | Configurable, often complex | Routing by value and role |
| Traceability | Weak — scattered across chats and files | Strong within the modules used | Strong across the procurement chain |
| Covers accounting | No | Yes | No — works alongside your accounting |
Option 1: WhatsApp and Spreadsheets
Why companies use it: it's free, everyone already knows how, and it's fast. A photo of a quotation, an "ok proceed" from the boss, and the purchase happens.
Where it breaks: approvals live in chat history, POs live in a spreadsheet or PO book, and deliveries live on signed paper. Nothing links them. When a client, auditor or director asks who approved a purchase and whether it was delivered, the answer takes a search through phones and folders.
It's enough when: you're a small team, one person approves everything, purchases are few, and nobody outside the company needs to see the record.
(If you're moving off this setup, our guide to moving approvals off WhatsApp covers how to do it without slowing the site down.)
Option 2: A Full ERP
Why companies use it: an ERP brings accounting, purchasing, inventory, payroll and reporting into one system. For a larger company with a finance team to run it, that integration is valuable.
Where it can struggle for SMEs: ERPs are broad by design, so setting one up usually means an implementation project — configuring modules, migrating data and training staff. They're typically built around the finance office, so site teams can find them harder to use, which pushes requests back into chat groups.
It's the right fit when: you need one system across accounting, inventory and HR, you have people to run it, and the implementation effort is justified by the size of the business.
Option 3: Dedicated Procurement Software
Why companies use it: it focuses on one job — getting a purchase from request to payment with a clear record — and leaves accounting to your existing system. That keeps setup shorter and the tool simpler for site staff.
What to check: site teams must be able to raise requests easily, approvals should route automatically by value and role, and every step — requisition, approval, purchase order, delivery and payment — should link on one record. Our buyer's guide has the full checklist.
It's the right fit when: purchases come from several sites, more than one person approves, you run more than one company, or you need to show a clean record to clients, auditors or lenders — but you don't need to replace your accounting system.
How to Decide
Ask four questions:
- How many purchases a month, from how many sites? A handful from one site may not need a system at all.
- How many people approve? Once there's an approval matrix with several tiers, it needs enforcing, not remembering.
- How many companies do you run? Subsidiaries and JVs multiply the spreadsheets and chat groups.
- Do you need to replace accounting? If yes, look at ERPs. If your accounting works and the gap is purchasing, procurement software is the lighter option.
Where Bilaro Fits
Bilaro is dedicated procurement software for Malaysian construction and O&G SMEs — option 3. It covers site requisitions, multi-tier approval routing, PO issuance, a shared vendor register and settlement, linked on one unbroken audit trail, with multi-company routing on the higher plans. It doesn't replace your accounting system. See the pricing page for plans in MYR, each with a 30-day free trial.
Is WhatsApp good enough for procurement approvals?
For a very small team with one approver and few purchases, it can be. As purchases, approvers and sites grow, WhatsApp approvals become hard to trace — there's no reliable link between the message, the request, the PO and the payment.
Should an SME use an ERP for procurement?
If the company needs one system for accounting, inventory, HR and purchasing, and has the people and budget to implement it, an ERP can be the right choice. If the main gap is purchasing control, dedicated procurement software is usually quicker to set up and easier for site teams.
Does procurement software replace accounting software?
Usually not. Procurement software covers the flow from requisition to settlement, while accounting software handles the books. Many SMEs use both side by side.
What is the cheapest way to control procurement?
Clear written approval rules with WhatsApp and spreadsheets cost nothing extra, but depend on people following them. Procurement software adds a subscription cost in exchange for enforced approval routing and a traceable record.